Administrative Operations Associate

JOB SUMMARY:
The Administrative Operations Associate plays a key role in supporting the daily operational, administrative, and client-service functions of our wealth management firm. This position ensures smooth office operations, maintains essential office systems, supports employee onboarding, and assists with firmwide operational workflows. This role requires impeccable attention to detail, strong organizational skills, and the ability to provide proactive support to both internal teams and clients. Success in this role is characterized by accuracy, follow-through, and confidentiality. The ideal candidate is service-oriented, tech-savvy, and thrives in a professional, collaborative environment.

JOB DUTIES AND RESPONSIBILITIES:

Office Operations

• Manage administrative tasks, including check processing
• Approve and electronically file check blotters and rollover suitability forms
• Notify Client Experience Coordinator of any supply needs for the break room
• Administer firm stamps, including notary and Medallion Signature Guarantee (training provided if not already certified)
• Coordinate mail and shipping services: UPS pickups, certified mail, ordering postage/supplies, interoffice shipments and check mail room for mail and packages throughout the day
• Pitney Bowes Machine- add funds, order ink and change ink, as needed
• Monitor the Operations Inbox; respond to internal questions and process requests as needed
• Answer incoming calls for the Franklin Office main link and handle voicemails

Back up Front Desk Support

• Support Client Experience Coordinator as backup during lunches, PTO, and absences, as needed
• Monitor shred bin schedules and coordinate pick-ups for all branches
• Cleaning/Organizing tasks
  • Clean/flip all conference rooms after meetings (daily)
  • Load and unload dishwasher (daily)
• Cleaning/Organizing tasks (continued):
  • Lightly organize and clean break room, including microwaves (daily)
  • Deep clean refrigerator clean out (monthly)

Additional Responsibilities

• Support office events
• Provide backup support on trade corrections, wire approvals, and SBLOC loan approvals
• Participate in special projects and ad hoc operational initiatives as assigned

REQUIRED QUALIFICATIONS:

• Bachelor’s degree or equivalent experience in finance, accounting, business, or a related fieldpreferred
• 1–3 years of experience in office administration, operations, or an RIA environmenT
• Strong organizational skills and proven ability to manage multiple workflows, prioritizeeffectively, and meet deadlines
• Proficiency in Excel and comfort working with operational data and documentation
• Strong work ethic and a quick learner
• Excellent verbal and written communication skills with a service-oriented mindset
• Detail-oriented, proactive, and able to thrive in a fast-paced, growing firm
• Ability to multi-task while maintaining accuracy
• Able to work independently, as well as collaboratively with others.
• Able to work on-site in Franklin, TN, Monday-Friday, 8am-5pm

PREFERRED QUALIFICATIONS:

• Familiarity with RIA operations and custodial platforms (Fidelity and Schwab preferred)
• Notary or Medallion Signature Guarantee eligibility (firm will provide sponsorship)

PHYSICAL DEMANDS:

• Ability to work in a traditional professional office setting or remote equivalent
• Prolonged periods of sitting at a desk and working on a computer
• Advanced computer skills and ability to effectively operate computer equipment, softwaresystems and databases
• Work schedule may vary and is determined by project schedules
• Ability to efficiently operate all job-related office equipment
• Ability to communicate via telephone, computer and work in virtual teams
• Must be able to lift up to 15 pounds at a time
• Ability to travel using personal vehicle to other office locations as needed

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About SageSpring:

This is an exciting opportunity to join a Forbes’ Best-In-State Wealth Advisors recipient, and the Tennessean’s Top Workplace for the last five consecutive years (2020-2024). Since 2002, our purpose has remained the same: to educate and guide our clients to reach their highest financial goals. We listen to our clients to understand their lives, creating sensible, holistic financial plans that put their best interests first. Don’t miss your opportunity to work with a high performing team in a positive, energetic environment where you’ll know you’re truly appreciated and making a difference.

Rewards & Culture:

• Great Benefits – Including: Health Insurance, Dental, Vision, 401K, Life Insurance,Short-Term and Long-Term Disability, Paid Vacation and Holidays.
• #1 Culture – Join and grow in an award-winning culture where you’ll look forward toMonday.
• Inspiring Leadership – Our leaders truly embody the definition of servantleadership. They inspire our teams to flourish thought an energetic, positive, fun, andhighly supportive work environment.
• Team Engagement – Build genuinely special relationships and bonds throughout yourteam and across the company and partners.
• High Performance - Our motto, “Humble, Hungry, and Smart,” is truly exemplified fromthe top down.
• Continuing Education - Let us help you transform your career goals and educationalaccomplishments into opportunities and successes.
• Community Involvement – We’re passionate about supporting our community andencourage each office to choose a charity or cause to champion.